Event Guidelines & Policies

Event Guidlines & Policies

The Crown Room of Rogers works hard to ensure your event is a success. Below is our event guidlines and polices. Please review them and we're happy to answer any questions you may have regarding them, just contact us.

Agreement & Cancellation Policy

This document will serve as an Agreement between The Crown Room at the Wellstead of Rogers and the undersigned as well as names of the bride & groom or event contact person. All cancellation notices must be in writing. The Crown Room at the Wellstead of Rogers enforces the following cancellation policy: More than 6 months prior to the function - 50% of the current food & beverage minimum will be due & payable; Less than 6 months to 3 months prior to the function - 70% of the current food & beverage minimum will be due & payable; Less than 3 months to 1 month prior to the function - 90% of the current food & beverage minimum will be due & payable; Less that one (1) month prior to the function - 100% of the current food & beverage minimum will be due and payable. Cancellation of the event within the seventy two (72) hour guarantee period, barring acts of God, will result in charges for staff wages for shifts that were cancelled and the cost of perishable food for your event which we can not cancel or return to our suppliers. The Crown Room at the Wellstead of Rogers agrees to be fair and reasonable if the cause of the cancellation is an Act of God, death or other similar action beyond the reasonable control of the Responsible Party.

Food & Beverage Minimum & Room Rental Fees

A food and beverage minimum and room rental fee is required for all functions at The Crown Room at the Wellstead of Rogers. The above Responsible Party (ies) agrees to purchase the Food & Beverage minimum and room rental fee amount listed on your contract for this function. This minimum does not include tax, service charge, room rental fee, cash bar sales, valet parking, or additional rental items. Space is reserved for the times indicated on your Event Contract and is not on a 24-hour basis unless otherwise stated. The Crown Room at the Wellstead of Rogers reserves the right to move your event to a room that is appropriate for the final number of guarantees. In the event that your function is cancelled for whatever reason by the Responsible Party or its representatives within 30 days before the function date, the food and beverage minimum will be due and payable in full on the date of the cancellation. Service charges and Minnesota State sales tax will also be added to this invoice.

Payment Policy

To guarantee the availability of your scheduled function; a payment of 20% of the projected Food & Beverage minimum is required at the time this Catering Contract is signed. If the desired function date is available, The Crown Room at the Wellstead of Rogers agrees to place a “temporary hold” on this date for a period of seven to fourteen (7-14) days to allow the Responsible Party sufficient time to finalize and reconsider their booking options. However, failure to make the required 20% payment within this seven to fourteen (7-14) day period may result in this date being awarded to another interested party. The 20% payment is non-refundable. The amount billed following your event will be due and payable in the form of Cash or Check within 30 days of the invoice date.

An estimated bill for the food and beverage amount will be presented for pre-payment within one week of the scheduled function. Payment of the projected food and beverage amount is due in cash or check at least 96 hours prior to the function. Overpayment will be refunded within 90 days after the scheduled function by the Wellstead of Rogers accounting department. Direct billing is available for a business event with prior approval.

Any Hosted Alcohol, Reserved Alcohol or Additional Entrees and Charges above and beyond your Final Invoice prior to your event date will be billed following the conclusion of your Event. The amount billed following your event will be billed and payable in the form of Cash or Check within 30 days of the invoice date.

Service Charge, Gratuities and Applicable Taxes

A service charge of 18% on all food, beverage, rental and service items will be applied to your final invoice. The entire service charge is the property of The Crown Room at the Wellstead of Rogers and The Crown Room at the Wellstead of Rogers can disperse the service charge at its sole discretion. The service charges is also subject to a 7.275% sales tax, as is food, non-alcoholic beverages, and room rental fee. All alcoholic beverages are subject to a 9.775% tax. Service charges and all applicable taxes do not count towards the agreed upon food and beverage minimums.

Final Details Appointment

You will want to schedule your Final Details Appointment for your event details a minimum of 120 days prior to your event date. These appointments are 1.5-2.0 Hours in length and occur Tuesday-Friday during the hours of 9:00am-3:00pm. During this appointment you will detail all of your event specifics including but not limited to; Timeline Specifics, Pre-Event Appetizers, First Course Soup or Salad, Dinner Entrée Choices, Dessert/Cake, Late Night Snacks, Alcoholic & Non-Alcoholic Beverages, Event Room Layout, Event Décor and Centerpiece Details, Entertainment, Vendors and Contact Information, etc. You will want to use your Catering Contract as a checklist of items we will discuss during this appointment. Please do not print your programs, flyers, or event invitations prior to this appointment without contacting the Banquet Sales Manager. If you desire a food tasting; you will do this during your Final Details Appointment. Food Tastings are $25 per person with a maximum of 5 people total. This fee will be applied towards your event Function Bill and event Food & Beverage Minimum. Food Tasting Appointments occur on Wednesdays or Thursdays on Non-Event Days at 1:00pm. You may taste up to 2 Salads and 3 Dinner Entrees during this food tasting. We require a Minimum of One Month’s notice for Food Tasting Appointments. Your Food Tasting Selections are due 14 days prior to your Food Tasting.

Food & Beverage Selection

All Food and Beverage must be purchased through the facility (with the exception of your wedding cake). Outside Food or Beverages are not allowed in the facility or on the premises. Food and Beverage selection for a wedding reception must be submitted to the Banquet Sales Manager sixty (60) to ninety (90) days prior to your scheduled event date. All other event menu selections are due thirty (30) days prior to your scheduled event date. All events booked less than thirty (30) days prior to the event must provide menu selection at the time of booking. The menu prices quoted and listed in the banquet menus are subject to change without notice. Definite prices will be confirmed sixty (60) days prior to the event. You may choose up to two (2) separate entrees for the event; however each guest will be served the same plated appetizer, salad, starch, vegetable, and dessert. If you would like to offer more than two (2) entree choices to your guests, a fee of $1.00 per person based on your final confirmed head count will be charged. Multiple entree choices require a color-coded place/tent card for each guest, which the host is responsible for providing. All color coded cards must be viewed, pre-approved, and signed off on by the Banquet Sales Manager.

Food & Beverage Regulations

All food & beverage served or consumed must be purchased, served and prepared by our food service staff. All food & beverage must also be consumed on the campus of the Crown Room at the Wellstead of Rogers and served by the Crown Room staff. Wedding cakes can only be provided by licensed bakeries and is subject to a two dollar ($2.00) cake cutting and serving fee per guest based on the confirmed headcount. There is no cutting fee when the wedding cake or other desserts are purchased through our pastry department. The Crown Room at the Wellstead of Rogers prohibits removal of food and beverages from the premises. Any remaining cake at the end of the event may leave the building. At the conclusion of the function all other remaining food and beverage become the property of The Crown Room at the Wellstead of Rogers.

Guarantees

Client must notify the Banquet Sales Manager of a Meal Count & Final Headcounts: Guarantee no later than niney-six (96) hours or four (4) business days, excluding weekends, prior to your event by 11:00 am.

Day of Event Day Guarantee is Due (excluding holidays)

Monday Preceding Monday

Tuesday Preceding Tuesday

Wednesday Preceding Wednesday

Thursday Preceding Thursday

Friday Preceding Friday

Saturday & Sunday Preceding Monday

Otherwise, we will bill based on the preliminary number or the number actually served, whichever is greater. Please see catering contract for exact date and time.

*You will need to provide the total number of Guests in attendance as well as a Final Meal Breakdown in Each Category (if you have more than one entree selection) by the due date indicated in your Banquet Event Order & Contract via phone or email.

Complimentary Amenities

The set-up and take down of all tables and chairs

Ivory, Whiteor Black linen table cloths

Glassware, silverware, and china

Ivory, white or black linen napkins

One (1) mirror tile per dining table

Buffet serving pieces

Arrangement and placement of completed and assembled favors and/or centerpiece

Table Skirting: Ivory or Black

Décor & Rental

If the space is available prior to your scheduled event, you may decorate the room for your event with a scheduled time frame through the Crown Room Management at least one week prior to your event. All outside vendors (florists, DJ’s, Specialty Linen Crews, Bands, etc) may arrive three hours prior to your contracted guest arrival time. If they need to arrive sooner, they must contact the Crown Room Banquet Center. Vendor deliveries must be scheduled one week prior to your event. The vendor must contact the facility directly to schedule their delivery/set-up time. A fee of $30.00 per hour will be charged for deliveries not during the scheduled times.

All decorations must be pre-approved by the Banquet Sales Manager. Any supplies may be dropped off three (3) business days prior to the event and listed in your Banquet Event Order. See your Banquet Event Order for specific day and time. The use of staples, tape, nails, 3M strips, tack or other substance to affix items to the wall or ceiling is not permitted. Confetti, glitter, feather boas, bird seed, silly string, potpourri, river rock, and open flame are not permitted on the premises. All candles must be enclosed, have a mirror or some object underneath them to protect the table linens. Our Crown Room Staff will light the candles just prior to guest arrival, if needed. Please provide two long handled lighters. Violation to this policy in any way will result in a $300.00 clean-up charge per offense.

All items (gifts, decorations, centerpieces, etc) must be removed from the facility at the conclusion of the event. The Crown Room at the Wellstead of Rogers is not responsible for any items left after an event. Any items left behind will be kept for 2-weeks then disposed of. The Crown Room at the Wellstead of Rogers reserves the right to charge an appropriate set-up and/or cleaning charge if the condition of the room requires an unusual amount of work before, or after the event. The minimum charge is $50.00 per hour. The Responsible Party is responsible for any and all damages done to The Crown Room at the Wellstead of Rogers’ premises by their guests at the function.

Elevated Stage and/or Portable Dance Floor Options

The Crown Room at the Wellstead of Rogers can provide an elevated stage for the wedding party or similar applications, in addition to providing the portable dance floor. These are optional features and the agreed upon additional fees for these amenities are listed on your Service and Rental Equipment sheet in your packet. The rental of these items do not count toward your Food & Beverage Minimum.

Valet Service

The Crown Room at the Wellstead of Rogers offers valet parking service through an outside vendor as an optional amenity for events. The cost for valet parking is based on your volume and number of guests. Complimentary coat check will accompany all valet services the months of November-March. The use of this service does not count towards your Food & Beverage Minimum.

Food & Beverage Regulations

All food & beverage served or consumed must be purchased, served and prepared by our food service staff. Wedding cakes can only be provided by licensed bakeries and is subject to a two dollar ($2.00) cake cutting and serving fee per guest based on the confirmed headcount; this fee does not count toward the food and beverage minimum. There is no cake cutting fee when the wedding cake is purchased through our pastry department. The Crown Room at the Wellstead of Rogers prohibits removal of food and beverages from the premises. Any remaining cake at the end of the event may leave the building. At the conclusion of the function all other remaining food and beverage become the property of The Crown Room at the Wellstead of Rogers.

Security Guard

Alcoholic beverages will not be served to minors. All guests, including the entire wedding party, must have proper identification. We do check I.D’s on your event day. We will not serve alcohol to anyone under the age of 21. Minor consumption will not be tolerated. All questionable guests will be required to provide proof of age prior to being served alcoholic beverages. Predicated upon the average age of the scheduling party and/or guests, The Crown Room at the Wellstead of Rogers reserves the right to demand that a security officer be on the premises to assure under-age drinking does not occur. The cost for providing a security/police officer would be $50.00 per hour and payable by the responsible party of the function. The serving of alcoholic beverages will terminate by 11:15 P.M., or earlier if directed by the function’s Responsible Party or by the Crown Room staff. The Crown Room reserves the right to close the bar at anytime. All Entertainment, DJ’s, or Bands may play until 12:00am. All guests must vacate the premises by at least 1:00 A.M.

No Smoking Policy

The “Crown Room” and all of the adjoining interior premises are Smoke Free, and we request and solicit your cooperation and assistance to enforce this policy. Smoking is only permitted on the east exterior patio of the “Crown Room”. The Rogers Police Department will prosecute all violators of this smoke-free policy.

The above terms and conditions of this Catering Contract & Event Guidelines and Policies have been read and agreed by both.

NOTE: The Crown Room at the Wellstead of Rogers will have no responsibility to perform under this Agreement when prevented by reasons of Acts of God, strikes or any reasons beyond its control.